Senior Executive Assistant

Full-time - Senior

Hybrid - San Diego, CA

Educational Services

About the position

The Senior Executive Assistant serves as a trusted partner to the CEO, providing high-level administrative support while ensuring seamless coordination of executive operations. Key responsibilities include managing complex scheduling, coordinating CEO travel, copy editing executive communications, and preparing keynote presentations for high-profile events. The role also involves tracking and reconciling multiple budgets, compiling critical reports, and maintaining executive correspondence. A deep understanding of corporate initiatives and key stakeholders is essential to prioritize tasks effectively. This role acts as the primary liaison to the Gridiron Board of Directors, managing board meetings, travel logistics, and expense processing. Additionally, the Senior Executive Assistant leads a team of two administrative professionals, overseeing their workflow and development.

Responsibilities

• Serve as a trusted strategic partner to the CEO, ensuring seamless coordination of executive operations.
• Act as the primary liaison to the Gridiron Board of Directors, managing board materials, scheduling quarterly meetings, coordinating travel (air, hotel, car) for external board members, and processing expenses.
• Lead and manage two direct reports, overseeing their workflow and professional development.
• Coordinate CEO travel for San Diego visits, including flights, accommodations, transportation, meetings, and team events.
• Proofread and edit all CEO communications to members, Chairs, and staff, ensuring clarity, professionalism, and consistency.
• Develop keynote presentations for high-profile events, such as ChairWorld.
• Compile monthly Chair video content, including performance statistics and anniversaries.
• Manage and reconcile five budgets, collaborating with finance for monthly reporting.
• Draft and distribute Chair Emeritus letters on behalf of the CEO.
• Maintain and update CEO-related content on internal platforms (e.g., MyVistage's 'The Bridge') and public sites (e.g., Vistage.com/about/ELT).
• Monitor the CEO's email inbox (@CEO), directing inquiries to the appropriate teams for response.
• Maintain and update executive email distribution lists (_ELT).
• Handle confidential information with discretion and a deep understanding of corporate priorities, relationships, and objectives.

Requirements

• Bachelor's degree or equivalent experience required.
• Minimum 5 years of experience supporting C-suite executives, with a proven ability to handle high-level administrative responsibilities.
• Strong professional presence, with the ability to build credibility with senior leadership, staff, Chairs, and external stakeholders.
• Exceptional time management and prioritization skills, with the ability to work independently under minimal supervision.
• Strong verbal and written communication skills, including professional phone etiquette, executive-level correspondence, and presentation preparation.
• Proactive self-starter with strong attention to detail, problem-solving skills, and the ability to manage multiple projects simultaneously.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Nice-to-haves

• Experience with meeting and event planning is a plus.

Benefits

• Fully-paid healthcare provided for employees through Anthem Blue Cross.
• Access to company-subsidized dental, vision, and life insurance coverage available at very low rates.
• Eligibility for 401(k) matching funds after the first month as an employee.
• Free individual investment counseling.
• 16 days of paid time off + 12 paid holidays per year.
• Additional annual paid days off based on tenure.
• Generous tuition reimbursement program.
• Access to an on-site gym with top-tier fitness equipment.
• Free snacks and weekly free lunch day.
• Flexible schedules and the freedom to work from home three days per week.